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Professional and Technical Writing/Business Communications/Memos 1
Professional and Technical Writing/Business
Communications/Memos
Writing MemosA memo or memorandum is a communication note that records events or observations on a topic. Memos are
typically used within a business environment as an interoffice communication tool and can serve many purposes.
Today, emails can be considered a common type of memo. For example, they call attention to issues that may need
to be resolved, they update clients and other colleagues on the status of active projects, and finally, they give
solutions to colleagues on issues that are related to the project being worked on. They are good tools to provide a
concise method of delivery.
Guidelines to follow when writing a memo
Use An Informative Subject Line
Be specific from the beginning, tell the reader what the subject of the memo is and what aspect of the subject is
going to be discussed. Let the reader know if the memo is a proposal, progress report, question, or result. The subject
line is one of the first things the reader is going to look at as soon as they pick up a memo. For this reason the subject
line needs to be informative so the reader knows exactly what they are reading as soon as they look at the memo.
Use Strong Opening Sentences
Like a subject line the first few sentences need to elaborate on the topic and purpose of the memo. This gets the
reader right into the information and avoids wasting time on lengthy introductions. Don't waste time and space with
irrelevant information, get right into the issue at hand.
Keep it Personal
Memos always have a conversational style, and use words like "I", "you", and "we". It sounds more natural to say, "I
would like you to do this" and it is more personal because you are addressing a specific individual. To get action
from people, write in the active voice as opposed to the passive voice. Write as if you were talking to the person face
to face. Use contractions, however, avoid using slang words or phrases that might be misconstrued by a reader. On
the other hand, keep the document appropriate for a work place setting. 'Remember:Memos are professional
documents. Although technical writing is not meant to sound academic, it is also not meant to sound unprofessional.
A memo is a business document which is a reflection upon a business itself. It is also a legal document that can bekept for many years and can be used as a reference in given situations. It needs to stay formal and professional.
Colleagues, superiors, and clients do not want the document to be too casual because it can be possibly interpreted as
disrespectful. Never start a memo like you are talking in a conversation with a friend, using words like, "hey and hi."
You always want to start a memo using a professional opening, such as "hello" or "dear," etc. This applies even
when the person you are writing the memo to is a close friend.
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Professional and Technical Writing/Business Communications/Memos 2
Do Not Get Wordy
Avoid words that might not be known to readers. The language should be simple, but it should not be overly simple.
Instead of writing per your request think of using a more casual way to say it for example, as you requested or as
you wanted would be more appropriate. Be brief.
Avoidfluff
Words
Get to the point by keeping to the important topics, while avoiding the use of fluffy adjectives. No one likes to have
to read between the lines when they are on a limited schedule. Be honest in your word choice, without sounding
wordy or pretentious. Only use jargon if it helps keep the memo concise and you are sure that the reader will
understand the jargon. Your English teachers will all disagree, but in business, short and sweet is the standard for
memos.
Check Before You Send
Take time before you send the memo to make sure that you have covered all the correct information. Double check
names, dates, and the specifics of the project/topic to make sure that everything is accurate and up to date. Keep in
mind that any written business document is legally binding, which means everything in the memo needs to be
accurate. Make sure that you look at your spelling, since the spell check on the computer program is not always
reliable.
Dont be Overly Sincere
Try to avoid phrases such as were sorry for any inconvenience this may have caused or please dont hesitate to
call. Too many phrases such as this may appear to be insincere or trite to some readers. You can be honest without
sounding like a child. Do not overuse clich phrases; instead, make sure to express yourself and make sincere
apologies when appropriate.
Become the Reader
Keep your reader in mind when you are writing a memo. One tip for achieving a reader-centered memo is to pretend
that you are having a face-to-face conversation with the memo recipient. Again, make sure that you are professional,
yet, at the same time, get the point across to your audience by being clear and concise.
Make the End the Beginning
Memos often begin with a statement of the problem or a found solution. Put what you want the reader to get out of
the memo at the top and then continue to go into more detail in the body of the memo. This is known as an inverted
pyramid style of writing. This style of writing is important because readers often only take time to skim memos.
Putting the most important information at the beginning of the document ensures that the reader understands the
purpose of the document. Most readers will miss the important subject if the memo is not written this way. This is
mainly due to the fact that they are skimming towards the middle of the document and are not thoroughly reading the
memo. Another tool that accounts for the skimming of memos is the use of bullet points, tables, and lists. These can
be effective because they summarize the current situation of the project, as well as offer a checklist for future
reference on things, such as deadlines. Bullet points are easily accessed by the reader and can relay important
information to the reader quickly and concisely.
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Professional and Technical Writing/Business Communications/Memos 3
List Recipients of the Memo
It is considerate to inform the readers of who all is receiving the memo you have written. This way the readers know
who the informed audience is and who has this information. This enables the readers to be prepared to explain the
situation and answer questions from others who have not been informed through the memorandum.
Initial Your MemoLike signing a letter, initialing a memo that is to be mailed is a sort of stamp of approval from you.
The Basic Structure of a Memo Is: Statement of the Problem, Discussion of Why the Problem Exists, Suggested
Course of Action, and Your Concluding Statement.
Do not Give Too Many Whys
It's necessary to explain why you want something done, but be sure not to overdo it. A memo should be short and to
the point. The reader will not read the entire document, so the memo needs to be able to be skimmed easily.
Keep Paragraphs ShortLimit each paragraph to about five lines or less. Put each reason in a separate paragraph, rather than bunching them
up. If a paragraph gets too long, the reader's attention is lost and the purpose of the document is gone. It is natural for
people to skim and find key words to focus on when reading a document. If the paragraph is long, they will resort to
looking less for key words and try to skim through it even faster.
Call to Action
Close your memo with a call to action. Its simple; if you want a response by Friday at 3 P.M., then say so. This
gives the reader an obligation to send you something back.
Closing
The closing in a memo is as simple as a signature line. The signature line needs to include a contact phone number,
e-mail address, and, if your company has a Web URL, that should be included too. A closing line may not be needed
will depend on your relationship with the recipient.
Dates
Make sure you write any dates in the following format: month in written format, (ex. December), followed by the
day in numerical format, concluding with the year in numerical format. This format is important so that dates are not
confused. If the memo is sent to another country, the date will not be misinterpreted.
Legality of Document
Memos are legal documents. That is why it is important to write them in a professional manner. The date is not only
beneficial for the employees within a company, but it is also beneficial in the event that a court case arises. Dates can
be used as a form of documentation. Furthermore, a memo should always be accurate and honest. Do not state
something that is knowingly inaccurate. Make sure to always check your facts. Memos can be required in court if the
business gets sued. These documents need to be formal, accurate, and business-like, since they may provide proof
that something was or was not done.
The legality of the document also heightens the importance of professionalism within a memo. Do not include
nicknames or inside jokes. If jokes are stated, the courts may think that it is a code used between people and may be
a red flag for the court system.If these documents are read in court, it reflects badly upon the company. Also, in order
to protect oneself, do not commit anyone but oneself to a time schedule, unless it has already been agreed upon.
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Professional and Technical Writing/Business Communications/Memos 4
How a Memo will look
Beginning of a Memo
When typing memos in a company setting, the very top of the memo should contain the company name and that it is
an office memorandum, only for office distribution. If this is not the case then your memo will start like this:
TO:
FROM:
DATE:
SUBJECT:
Keep in mind that the information after the colon needs to be aligned with each other. To do this you want to use tab.
If you are familiar with Microsoft Word you can use the left tab on the ruler to do this.
Sample draft:
TO: Candace Harris
FROM: Candace Seay
DATE: January 1, 2000
SUBJECT: Join us at the yearly picnic
Middle and End of Memo
After the subject line use a double space before starting the body of the memo. In memos do not indent paragraphs,
just double space between each one.
One thing to remember is that most memos will only be a page long, but if you do go over a page then you will need
a header on the second page. The header will include your name, the page number, and the date.
The ending of an informal office memo might only have the sender's name. If it is a more formal memo, then theperson should put their full name, along with their job title and contact information. It is also customary to initial
memos by hand next to your printed name at the top.
Sample draft:
John,
Our yearly picnic will be held on Saturday, March 3. We are looking for volunteers to help with the set
up, cooking, and clean up. If you are interested, please let me know by January 15.
Jane
Final Product for MemoTo: John Doe
From: Jane Doe
Date: January 1, 2000
Subject: Join us at the yearly picnic
John,
Our yearly picnic will be held on Saturday, March 3. We are looking for volunteers to help with the set
up, cooking, and clean up. If you are interested, please let me know by January 15.
Jane
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Article Sources and Contributors 5
Article Sources and ContributorsProfessional and Technical Writing/Business Communications/Memos Source: http://en.wikibooks.org/w/index.php?oldid=2351577 Contributors: 3rittanylynn3, ARR2528, Abigor,
Baller2207, Bwritings, CM789, Claas 870, David n33, Ds25, Irish89, Jetta, Jmap, Jomegat, Jules186, Karmine2010, Kimby, Mackdaddy, Mikehowie, Nardi82, Ramac, Rkwriting,
SophiasButterfly, Stretchisland, Stublag, TechnoWriter, Thenub314, Uniquenewyork, 9 anonymous edits
LicenseCreative Commons Attribution-Share Alike 3.0 Unported
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